Adding/Editing Respondent Data in the Respondent Hub

This article covers how to add/edit respondents within the Respondent Hub and assign them to their interviews.

Add/Edit Respondents

Respondent Management can be done through the add/edit respondents button, located on the top left of the Respondent Hub tab. 

An add and edit button will open a grid where you will be able to input/update the contact information of your respondents.

1. First Name or Alias: This section is mandatory; you cannot submit the changes without having filled this section.
2. Email: This section is optional. Entering an email address in the respondent hub will allow you to send a notification to your recruit directly from the platform. The notifications can be:

• • Tech check links.
  • Invitations to the session.
  • Consent forms are to be signed before the interview.

If you included live support in your project, your support agent will contact the respondent on the day of the interview. To learn more about the process of your support agent check out our Session support timeline article.

If you cannot share the email of your respondent, you can copy the link of their invitation from the platform and send it externally via your preferred method of communication. Find out more here.

3. Phone: This section is optional.

If you included live support in your project, entering a phone number in this section allows the platform support agent to easily reach your recruit. To assist with joining and solving any technical issues that may arise. 

If you haven't started recruitment yet, you can export an Excel sheet containing the same requirements column as the add/edit modal. This allows you to input your recruit information offline and then bulk copy-paste it directly into the respondent hub once recruitment is complete. For more information, click here.

Assign Respondents to Sessions

If the final schedule of the project has been added to the platform, you will be able to assign respondents to their session by going to the column Assign to Interview.

While in the Add/Edit Respondent view, click the drop-down arrow beside Select Date & Time to assign each session to the respondents as required.

You can find below an image example of all respondents assigned to sessions.

Add designated Roles for Respondents

The column next to Assign Interview is Role, through this column you specify who the main respondent is and who is the backup respondent.

Add Timezone Column (Optional)

This section allows you to specify the timezone of your recruit, it is an optional step. If you don't specify the time zone of each respondent, they will receive their interview invites based on the respondent location selected at the moment of interview scheduling.

Add Screener/Profile Information (Optional)

You can add new columns to the respondent hub for specific screener information. It will be visible to moderators and observers in the live meeting room. PII will be hidden from observers, while project Members will be able to see PII depending on the Limit Access to PII setting status of the project.

Instructions

1. By clicking on add a new column at the top of the respondent hub grid, you can add extra information regarding the recruit.
2. You can enter the screener question in this hub as shown in the image below.
3. You can now enter the screener answers of your respondents as shown in the image below.

To learn how to create and send your screener from Discuss, click here. In this scenario, screener questions and responses will auto-populate in the respondent hub.

 

Export Respondent Hub Info 

Discuss lets the project owner, editor, collaborator, recruiter, and omni-recruiter export an Excel file with Respondent Hub data directly to your computer. The exported data retains the same columns and information, enabling offline work. This feature is useful for:

• Storing respondent information while recruitment is happening and then bulk-adding that information directly in the respondent hub to send invites and notifications.
• Copying all notification links (Interview Invites, Tech Checks, and Self Captures) for each respondent and send them with your preferred means of communication. 

If the Limit access to PII setting is enabled in the project, then the user requesting the export will only be able to download the PII (emails & phone numbers) of respondents they input into the respondent hub themselves.

Instructions

1. Head to the 'Respondents' section of a project, and then click the 'Respondent Hub' tab.
2. Click the 'Export Data' dropdown button at the top right of the page.
   • Click  "Session Respondents" to download all sessions that respondents in the project have been scheduled for.
   • Click "All Respondent Information" to download all respondent information from the 'Add/Edit Respondents' dialog."

3. Read and agree to the disclaimer about downloading respondent data by clicking "Confirm Request".

Bulk Add Respondent Information

To save time, we suggest bulk-adding respondent information to the respondent hub. Work from the provided export Excel file to ensure your data is in the correct format and order before bulk adding it to the hub.

Instructions

1. Open your Excel file containing recruit information and ensure the file matches the respondent hub's column order.
2. Copy (CTRL-C) the First Name, Email, and Phone Number columns from your Excel file.
3. In the Respondent Hub add/edit modal, click on the First Name row and paste (CTRL-V) the information.
4. Repeat steps 2 and 3 for any additional columns after the timezone column.

Note 1: For steps 2 and 3, the Respondent Hub will read any line breaks in the Excel sheet cell as another cell in the Respondent Hub and will populate the information in the cell below the one selected. In other words, when adding text to the Excel sheet cell the text shouldn't have any line breaks to be entirely pasted to one respondent hub cell.

Copying example A will populate two cells (the one selected and the one below) while example B will populate only one cell: 

A.

I like cats.
I like blue.

B.

I like cats. I like blue.

Respondent Hub Limitation

We've tailored the Respondent Hub for optimal performance, allowing up to 50 rows per page and 200 respondents. While there's no limit on columns, combining numerous columns and rows might affect the Hub's speed.